To create card claims, you would need to import the bank statement file, from your respective banker, to ProSpend Database.

Bill Cycles for Business Credit Cards (Manual Imports)

With the bill cycle feature for business credit cards, you can upload files as frequently as you want to but have only one claim per cardholder per statement period.

As an admin, you have access to the Bill Cycle section.

You can add a bill cycle for each statement period in here.

When you're adding a new bill cycle, you will need to choose the Card Type which will most often be "Company Card", enter the Account which can be form of identifier of the bill cycle, and the Period.

Once the bill cycle is created, it will appear on the main bill cycles page.

If you have entered any incorrect details while creating the bill cycle, you can change them by clicking on the Edit link against the bill cycle.

You can then go into that bill cycle and import the first file using the Import function.

In the import function, the system should default all the bill cycles details you have entered when creating the bill cycle. You will need to just choose a file from your computer and Upload it.

Once the file has been imported, the system will take you back to the bill cycle page where you can see all the claims that have been imported. If the card numbers have already been linked to a claimants, the system will match the claims to the claimants. If not, the system will still create the claims but with a Please Assign option, so you can assign the claims to the claimants. When you assign the claims to the claimants, the system will also create a credit card for that claimant in their user profile and in the future, the system should automatically link the claims to that claimant.

You can continue to import the files as often as you want using the same Import function. If there are transactions for any of the existing credit cards in that bill cycle, the system will just add them to the existing claims. If there are any new cards, the system will create new claims.

The claimants can access the claims immediately after the first upload and start the reconciliation process. However, they won't be able to submit the claims until the bill cycle is closed.

Once you upload the last file for that bill cycle (statement period), you can go back into the bill cycle and click on Close Bill Cycle.

Once you confirm that and close the bill cycle, the system will send an email to all the claimants within that bill cycle saying that the bill cycle has been closed and they can now submit the claims. The claimants can then make sure that all the expenses within those claims are completed after which they can submit the claims for approval.

You can then open a new bill cycle for a new statement period and repeat the process.

Importing Claims via the Import Claims tab

Importing the statement can be done by Admin/Payer in two easy steps:

1. Load file and import data
2. Create claims

 Step 1 - Load file and import data

 To load the file, select ‘Import Claims’ under CLAIMS section on the home page.

 You can then click on ‘Choose file’ option to select the previously downloaded file the from your computer, select the card type, enter the date range of the statement and then click on ‘Submit’ button to upload the file and import the data.

 Step 2 - Create claims

Once you have imported the data, the page displays the list of users linked with that statement.

This lets you select the users for whom the claims are to be created and once the selection is done, you can click on ‘Create claims’.

The users will receive an email notifying them of the claims being created. They can then complete the claims and submit them. 

To import another file, click on "Import more" and repeat the process.

The difference between using the bill cycles function and the import claims function is that with bill cycles, you can import multiple files and still have the one claim per cardholder per statement period where as with import claims, the system will create a separate claim for each cardholder every time a file is imported.